How to create an AoD
This guide follows the numbered ‘box’ structure displayed in TRACES, explaining the creation of the AoD step by step according to the order of the fields as they appear on screen.
As in other TRACES modules, when similar information needs to be reused, for convenience,
it is also possible to create an AoD from an existing AoD using the ‘Copy as new’ function.
As an operator
On the homepage, click on “Documents” and then “Authorisation of Dispatch”
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Click on the green button located on the top-right hand side of the window titled “+ Create New Authorisation of Dispatch”:
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Then select the commodity by using one of the following options:
Select it from the list of CN code (example: 23011000)
Type the name or the CN code of the good (example: flour/23011000)
Type the species name to filter the commodities (example: Tenebrio molitor)
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Once the commodity code is selected, please click on ‘’Done’’ to create the AoD. The system will create a new AoD is status “UNSAVED”.
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Box 1. Applicant
The applicant must be registered and validated in advance by their authorities. It is only possible to indicate operators with a "valid" status.
In order to fill in box 1. Applicant, there are different options:
Fill in the name of your operator through the section name.
Use the ‘’Favourite’’ button to select saved operators.
Use the ‘’Advanced search’’ to filter search by country, name, section, activity type, activity identifier and address
Please note that in this step, you are able to save your favourite operator by selecting the star near the name of the operator.
Once you have located the desired operator, click on ‘’Select’’ in order to indicate it in the field.
Once you have selected the operator, box I. Applicant will be filled in automatically.
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Boxes 2, 3 and 4
The box 2. place of origin refers to the location from which the material is dispatched. The box 3 is the consignor and the box 4 is the place of destination of the consignment. Operators indicated in these boxes must be registered and validated in advance by their authorities. It is only possible to designate operators with a "valid" status.
The same options as those presented previously are available to help you find your operator and fill in boxes 2,3 and 4.
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Box 5. Animal by-products/derived products and Box 6. Intended use
The animal by-products/ derived products and the intended use are mandatory fields, so they have to be filled in in order to be allowed to submit the AoD.
Please select amongst the different checkboxes and options the appropriate value to be indicated in those boxes.
Box 7. In case of meat-and-bone meal and rendered fats and Box 8. In case of fish oil intended for detoxification
The boxes 7. and 8. are not mandatory and should be completed when relevant.
Please select amongst the different checkboxes and options the appropriate values to be indicated in those boxes.
Box 9. Description of consignment
The system will only allow one commodity per authorisation of dispatch.
The description of consignment is a mandatory field which requires the indication of the net weight and the species of the consignment.
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Additional accompanying documents
Operators may upload an accompanying document in the relevant box, as illustrated below:
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Box 10. Declaration
The declaration is the final step required in order to submit the AoD.
At this stage, the operator is able to ‘’Save as draft’’ in order to save the information prior to submitting
The status of the AoD will change from ‘’UNSAVED’’ to ‘’DRAFT’’.
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An AoD at status “DRAFT” can be deleted via the button ‘’..More” > “Delete’’.
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This will change the status of the AoD to “DELETED”.
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If all information required are correctly filled in the operator may click on the bottom blue button ‘’Submit for decision’’, thereby changing the status of the AoD from “UNSAVED” or “DRAFT” to “SUBMITTED”.
Once the AoD is submitted, the system will display a successful message. The declaration will be signed automatically indicating the time and user details.
Note: If any information is missing or is incorrect the system will display an error message preventing you from the submission.